Senior Meeting Planner

About Us 

ConferenceSource is a certified National Women’s Business Enterprise that plans meetings and events of all shaped and sizes for companies ranging from startups to Fortune 500.   Whether it’s a national sales meeting, product launch, incentive trip, advisory board or any other corporate event, we pride ourselves on doing whatever it takes to ensure an unforgettable meeting experience for our clients.  

About You 

You have 10 years of experience running multiple events for multiple clients simultaneously.  You are passionate about the events industry and do whatever it takes to get the job done.  You are a team leader that elevates those around you to do their best work. You thrive in an office environment and enjoy travelling the world. 

Requirements 

• 10 years -meeting planner experience with pharma experience is preferred. 
• Experience managing multiple meetings simultaneously 
• 4 year degree  
• Microsoft Word , PPT, Canva and Excel experience – Advanced level 

What You’ll Be Doing 

Meeting Planning 

• Complete project timeline; establish a workflow schedule with client and suppliers to facilitate prompt and accurate handling of all program details. 
• Manage and negotiate any additional hotel needs, destination management company (DMC), air and all third party contracts. Monitor attrition dates, cancellation policies to ensure contracted services are executed. 
• Work closely with coordinator to create all Registration Sites/Survey for each events and detailed confirmations in Registration Management System 
• Create Power Point Presentations on Future Meeting Locations and Venue 
• Prepare Budgets for Total Program costs (Proficient in Excel is required) 
• Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements with lead meeting coordinator. 
• Work with accounting to complete final bill, review final billing prior to final invoicing to client. 
• Knowledge of Open Payments for Reporting is desired 
• Evaluate program impact and reassesses objectives and outcomes; plan for continuous improvement. 
• Partner with Travel Partner to book all attendees flight and communicate with customer to ensure approval. 
• Manage Food and Beverage programs 
• Review, negotiate and administer contracts with hotels and other suppliers 
• Virtual meeting experience is desired 

Leadership and Relationship Management 

• Maintain proactive, positive, open line of communication with client and team to ensure understanding of expectations and client satisfaction. 
• Act as lead, communicate program requirements to team as needed; work closely with support departments to exceed client requirements and objectives. 
• Conduct regularly scheduled status meetings with client and stakeholders from pre-launch through program operation and ensures program objectives are executed. 
• Develop strong relationships with multiple contacts within client and supplier organizations. 
• Presentation skills virtual and in person is a must 
• Review processes and offer solutions/additions as needed. 

Financial Management 

• Responsible for accurate program forecasting and updating business management systems with accurate financial information as needed. 
• Manage overall program budget, review and audit all program related billing for accuracy. Track and report expenses to clients and communicate changes on a consistent basis. 
• Initiate and reconcile supplier payments. 
• Work with team to forecast overall program financials and ensure monthly tracking for actual. 
• Monitor foreign exchange rates for sharp fluctuations which may impact the budget. 

Compensation 

• Competitive base salary 
• Annual performance bonus 
• 401K matching 
• PTO when travelling 
• Defined benefit plan 
• Health/Dental Insurance